HomeMy WebLinkAboutFCS-17-114 - Sole Source - Upgrade CSDC Public Portal
REPORT TO:Committee of the Whole
DATE OF MEETING:2017-06-05
SUBMITTED BY:Michelle Palmer, Director of Supply Services
519-741-2200 ext. 7214
P
REPARED BY:Michelle Palmer,Director of Supply Services
519-741-2200 ext. 7214
WARD(S) INVOLVED:N/A
DATE OF REPORT:2017-05-18
REPORT NO.:FCS-17-114
SUBJECT:Sole Source – Upgrade to the CSDC Public Portal Software
Module
___________________________________________________________________________
RECOMMENDATION:
That CSDC Systems Inc.,Mississauga, ON, be the sole source provider for the
upgrade to the Public Portal softwaremodule at a cost of $212,700, plus H.S.T of
$24,340.00, for a total of $237,040.00, and
That funding of $250,000.00betransferred from the Building Stabilization reserve
fund to cover the costs of upgrading the Public Portal software.
BACKGROUND:
In 2010, CSDC Systems Inc. (CSDC) was chosen as the provider of the Public Portal
software module and associated implementation and maintenance services. CSDC is
also the provider of the City’s permit tracking system, Application Management And
Data Automation (AMANDA) andthe two systems function together as the source for
online permits.
The City is preparingto upgrade its AMANDA software from version 6 to version 7, but
this upgrade cannotbe completed without first upgrading the CSDC Public Portal
software module.The Building Division is currently the only division using the CSDC
Public Portalsoftware module, but the upgrade to AMANDA 7 will enableother divisions
including Planning, Legislated Services (Licensingand Records Retention), By-law
Enforcement, Fire Prevention and Engineering to move their application processes to
online serviceswhich will add improved service delivery for the citizen/business user. It
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will also allow the Building division to expand electronic plans review to industrial,
commercial, institutional as well as high-rise residential applications. This will complete
the Buildingdivisionmoveto a full online application and plans review process.
REPORT:
Article 9 -170.9.1 (b) of the Purchasing By-law allows for acquisition by negotiation
wherethere is only one source for supplyfor the goods or services. CSDC Systems
Inc. is the vendor for the CSDC Public Portal and therefore theonly vendor able to
provide the upgrade.
The recommendationwas reviewed by T. Hogg, Supervisor, Building Permits, M.
Seiling, Director, Building and M. Palmer, Director, Supply Services, who concurs with
the above recommendation.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Upgrading the CSDCpublic portal aligns with the strategic initiativeOpen Government
by providing a more convenient and effective channel for accessing city services
through expanding the services currently offered on-line. It also aligns with the strategic
initiativeEffective and Efficient City Services by providing what the citizens want in the
most reliable, convenient and cost effective way.
FINANCIAL IMPLICATIONS:
ThePublic Portal capital account has an existing balance of $187,000, and was
primarily funded by the tax base. Since Building requires the Public Portal to be
upgraded for their business processes, staff are recommending funding the upgrade
from the Building enterprise and using the existing capital funding for customization and
integration of business processes for tax supported areas such as Planning, Legislated
Services, Bylaw, Fire, and Engineering.
Funding of $250,000.00for this purchase will be provided from the Building Stabilization
reserve fund, which ended 2016 with a balance of nearly $6.2M.The funding of
$250,000.00 represents the awarded costs, net of HST rebate,plus contingency to
account for other potential costs such as staff time, and unexpected items.
COMMUNITY ENGAGEMENT:
INFORM – This report has been posted to the City’s website with the agenda in
advance of the council / committee meeting.
This item was discussed at a Waterloo Region Home Builders Association (WRHBA)
Kitchener Liaison Committee meeting and was fully supported by the industry members
present at the meeting.
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PREVIOUS CONSIDERATION OF THIS MATTER:
Not applicable
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services
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